Job Description

Description

The

Diagnostic Services Unit

in the

Faculty of Veterinary Medicine

invites applications for an

Administrative Coordinator

. This Full-time Fixed Term position is for approximately 30 months (based on length of grant funding), with the possibility of extension.


Reporting to the Manager, Operations DSU, the Administrative Coordinator, DSU provides administrative, financial and quality program support to the Diagnostic Services Unit (DSU). This role involves routine and complex administrative tasks, including financial tracking, invoice processing, record maintenance, and coordination of internal communications. The position requires strong organizational skills, attention to detail, and the ability to work independently with limited supervision. The role may involve periods of high volume and requires multitasking and prioritization. The role requires advanced knowledge of financial tracking, university systems, procedures, and policies. It involves collaboration with internal and external stakeholders and may act as an informal resource for colleagues with less experience.


This position is located in the Clinical Skills Building (CSB) at the Spyhill campus and hours of work are Monday to Friday, 35 hours per week; however, on occasion, there may be the need to work outside of regular hours to meet operational needs (e.g.: during peak workload periods or to provide coverage for other administrative staff).

Summary of Key Responsibilities

(job functions include but are not limited to):

Process invoices and track expenditures in defined budgets Generate and deliver invoices using software such as PeopleSoft, Shopify, Moneris and SAP Maintain accurate financial records and assist with budget tracking Input ancillary testing charges into appropriate cases Communicate and receive approval for charges to internal budget holders and create Interdepartmental Billing requests for research and teaching Ensure compliance with financial policies and procedures Respond to external billing inquiries and ensure timely client billing Coordinate with vendors and internal departments for financial transactions Provide administrative support including scheduling, document preparation, and communication Assist with maintaining staff training records to ensure compliance with Biosafety Laboratory Level 2 (BSL-2), AAVLD, and ISO/IEC 17025 guidelines Support the development, implementation, and control of Standard Operating Procedures (SOPs) and document control systems Support the planning and execution of departmental programs and events Liaise with internal and external stakeholders to ensure effective service delivery Provide in-scope supervision such as guidance and mentorship to junior administrative staff Ensure departmental activities comply with university policies and procedures Stay current with changes in university regulations and communicate updates to relevant staff Participate in departmental meetings and committees May perform other duties as assigned to support departmental goals

Qualifications / Requirements:

Post-secondary certificate, diploma or degree in business administration, management or a related field Minimum 5 years of related experience in administrative and financial roles Experience working in a veterinary clinic or laboratory environment considered an asset Previous experience in an academic, post-secondary or public sector environment is an asset Previous customer service experience is preferred Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with PeopleSoft or similar financial software applications Proven ability to work independently as well as managing conflicting priorities and demands Willingness and ability to acquire a knowledge and understanding of University, Faculty, and DSU policies, procedures, and systems Strong organizational, communication, and interpersonal skills Ability to conduct business professionally, interact with various internal and external DSU stakeholders in a courteous, empathetic and professional manner, and work in an environment dealing with various confidential matters

Application Deadline:

September 10, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.


This position is part of the AUPE bargaining unit, and falls under the

Operational/Administrative Job Family, Phase 3.


For a listing of all management and staff opportunities at the University of Calgary, view our

Management and Staff Careers website

.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.


The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (

equity@ucalgary.ca

) and requests for accommodations can be sent to Human Resources (

hrhire@ucalgary.ca

).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.